Re: do your former employees get to keep their email address?

[Tim Doty <tdoty () MST EDU>]

We have a different situation so a different solution applies. 
Specifically, our HR requires the employee retain the account for the 
ability to login post employment -- for example, to access historic W2s.

In our case the ex-employee does not retain the email account (excepting 
retirees), but then again the department doesn't get it either -- the 
mailbox is removed after a period of time.

What we encourage is:

  - a smooth transition. Try to hand off contacts to a replacement, 
etc. Obviously this doesn't often work well with unfriendly terminations.

  - avoid using employee's assigned email alias for business. This is 
especially true for employees with broad professional contacts, such as 
recruitment or soliciting donations. It is trivial to create and 
reassign email aliases which goes a long way toward resolving those issues.

Both of these require effort before termination occurs and of course we 
are not completely successful in encouraging following these principles, 
but it helps.

Tim Doty

On 08/21/2013 09:35 AM, Bob Bayn wrote:
> This is only somewhat security related.   USU has just decided, by policy, to terminate an employee's email account and 
> their email address at the end of employment.  There are two motivations for this new policy:
> 1) University email address is being used as the access token for personal use of software that has been licensed by 
> USU to include that use.  We cannot extend that access to former employees under terms of the licensing agreement.
> 2) HR wants to be able to access and retain the business related communications that are directed to a former 
> employee's address.
>
> One category of protest to this decision is from people who want to maintain the professional connections they have made using 
> their USU address.  That can't always be accomplished by sending out a change-of-address message to everyone in your 
> addressbook.  Up to this point we HAVE been maintaining forwards from a former employee's old USU address to their current 
> address elsewhere.
>
> Has anyone else dealt with this transition in the extent of your email service?
>
> Bob Bayn    SER 301    (435)797-2396       IT Security Team
> Office of Information Technology,     Utah State University
>       three common hazardous email scams to watch out for:
>       1) unfamiliar transaction report from familiar business
>       2) attachment with no explanation in message body
>       3) "phishing" for your email password

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